Information Technology Project Management, Seventh Edition
Copyright 2014 Understand the importance of good project scope management Describe the process of planning scope management Discuss methods for collecting and documenting requirements to meet stakeholder needs and expectations Explain the scope definition process and describe the contents of a project scope statement Discuss the process for creating a work breakdown structure using the analogy, top-down, bottom-up, and mind-mapping approaches
Copyright 2014 Explain the importance of validating scope and how it relates to defining and controlling scope Understand the importance of controlling scope and approaches for preventing scope-related problems on information technology (IT) projects Describe how software can assist in project scope management
Copyright PROJECT MANAGEMENT KNOWLEDGE AREAS INTEGATION MANAGEMENT SCOPE MANAGEMENT TIME MANAGEMENT COST MANAGEMENT QUALITY MANAGEMENT RISK MANAGEMENT HUMAN RESOURCES MANAGEMENT COMMUNICATIONS MANAGEMENT PROCUREMENT MANAGEMENT STAKEHOLDERS MANAGEMENT
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT Project scope management includes the processes involved in defining and controlling what is or is not included in a project
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT Refers to all the work involved in creating the products of the project and the processes used to create them Refers to all the features and functions that characterize a product or service
Copyright 2014 A deliverable is a product (or service) produced as part of a project, such as hardware or software, planning documents, or meeting minutes … etc. PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT
Copyright 2014 Planning scope: determining how the project’s scope and requirements will be managed Collecting requirements: defining and documenting the features and functions of the products produced during the project as well as the processes used for creating them Defining scope: reviewing the project charter, requirements documents, and organizational process assets to create a scope statement Creating the WBS: subdividing the major project deliverables into smaller, more manageable components Validating scope: formalizing acceptance of the project deliverables Controlling scope: controlling changes to project scope throughout the life of the project PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT Project scope management includes the processes involved in defining and controlling what is or is not included in a project
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.1. Planning Scope Management creating a scope management plan that documents how the project scope will be defined, validated, and controlled Inputs Project Management Plan Project Charter Enterprise environmental factors Organizational process assets Outputs Scope Management Plan Requirements Management Plan Processing Tools Expert judgment Meetings
Copyright 2014 How the scope will be defined, developed, monitored, controlled, and verified How to create a detailed scope statement & WBS How to maintain and approve the WBS Process that defines how acceptance for the completed project deliverables will be obtained Process that defines how requested changes to the scope statement will be processed PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.1. Planning Scope Management Remember: The scope management plan is a subsidiary part of the project management plan
Copyright 2014 Requirements as “conditions or capabilities that must be met by the project or present in the product, service, or result to satisfy an agreement or other formally imposed specification” (PMBOK® Guide, 5 th Edition) The requirements management plan documents how project requirements will be analyzed, documented, and managed A component of project management plan PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.1. Planning Scope Management
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.2. Collecting Requirements defining and documenting the features and functions of the products produced during the project as well as the processes used for creating them Inputs Scope Management Plan Requirements Management Plan Project Charter Stakeholder Management Plan Stakeholder Register Outputs Requirements Documentation Requirements Traceability Matrix Processing Tools See Next Slide
Copyright 2014 Interviewing Focus groups and facilitated workshops Using group creativity and decision-making techniques (mindmap, brainstorming, … etc.) Questionnaires and surveys Observation Prototyping Benchmarking, or generating ideas by comparing specific project practices or product characteristics to those of other projects or products inside or outside the performing organization, can also be used to collect requirements PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.2. Collecting Requirements
Copyright 2014 Unclear Clear It is helpful to divide requirements development in IT projects into categories (for example: analysis, specification, validation,... etc.) It is important to use an iterative approach to defining requirements since they are often unclear early in a project PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.2. Collecting Requirements
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.2. Collecting Requirements
Copyright 2014 88% of the software projects involved enhancing existing products instead of creating new ones 86% of respondents said that customer satisfaction was the most important metric for measuring the success of development projects 83% of software development teams still use Microsoft Office applications such as Word and Excel as their main tools to communicate requirements *John Simpson, “2011: The State of Requirements Management” (2011). PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.2. Collecting Requirements
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.2. Collecting Requirements Requirements documents are often generated by software and include text, images, diagrams, videos, and other media; they are often broken down into different categories such as functional, service, performance, quality, training requirements, and so on Documenting Requirements
Copyright 2014 A requirements traceability matrix (RTM) is a table that lists requirements, various attributes of each requirement, and the status of the requirements to ensure that all requirements are addressed Table 5-1. Sample entry in an RTM Information Technology Project Management, Seventh Edition20 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.2. Collecting Requirements
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.3. Defining Scope reviewing the project charter, requirements documents, and organizational process assets to create a scope statement Inputs Scope management plan Requirements Documentation Project Charter Organizational Project Assets Outputs Project Scope Statement Project Documents Updates Processing Tools Expert Judgment Product Analysis Alternatives Generation Facilitated Workshops
Copyright 2014 Project scope statements should include at least: - product scope description, - product user acceptance criteria, - detailed information on all project deliverables. - It is also helpful to document other scope-related information, such as the project boundaries, constraints, and assumptions. - The project scope statement should also reference supporting documents, such as product specifications Information Technology Project Management, Seventh Edition22 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.3. Defining Scope
Copyright 2014 As time progresses, the scope of a project should become more clear and specific PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.3. Defining Scope Project scope statement
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.3. Defining Scope
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.3. Defining Scope
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS Subdividing the major project deliverables into smaller, more manageable components Inputs Scope management plan Project scope statement Requirements documentation Enterprise environmental factors Organizational process assets Outputs Scope Baseline Project Documents Updates Processing Tools Expert Judgment Decomposition
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS The scope baseline includes the approved project scope statement and its associated WBS and WBS dictionary
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS A WBS is a deliverable-oriented grouping of the work involved in a project that defines the total scope of the project
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS WBS is a foundation document that provides the basis for planning and managing project schedules, costs, resources, and changes Decomposition is subdividing project deliverables into smaller pieces A work package is a task at the lowest level of the WBS
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS (Organized by Phase)
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS
Copyright 2014 Using guidelines: Some organizations, like the DOD, provide guidelines for preparing WBSs The analogy approach: Review WBSs of similar projects and tailor to your project The top-down approach: Start with the largest items of the project and break them down The bottom-up approach: Start with the specific tasks and roll them up Mind-mapping approach: Mind mapping is a technique that uses branches radiating out from a core idea to structure thoughts and ideas Information Technology Project Management, Seventh Edition36 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS
Copyright 2014 Information Technology Project Management, Seventh Edition37 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS
Copyright 2014 Many WBS tasks are vague and must be explained more so people know what to do and can estimate how long it will take and what it will cost to do the work A WBS dictionary is a document that describes detailed information about each WBS item PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS
Copyright 2014 A unit of work should appear at only one place in the WBS. The work content of a WBS item is the sum of the WBS items below it A WBS item is the responsibility of only one individual, even though many people may be working on it The WBS must be consistent with the way in which work is actually going to be performed; it should serve the project team first, and other purposes only if practical Information Technology Project Management, Seventh Edition41 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS
Copyright 2014 Project team members should be involved in developing the WBS to ensure consistency and buy-in Each WBS item must be documented in a WBS dictionary to ensure accurate understanding of the scope of work included and not included in that item The WBS must be a flexible tool to accommodate inevitable changes while properly maintaining control of the work content in the project according to the scope statement Information Technology Project Management, Seventh Edition42 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.4. Create WBS
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.5. Validate Scope 5.6. Control Scope PLANNINGEXECUTING CLOSING INITIATING
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.5. Validate Scope 5.6. Control Scope Validate scope: formal acceptance of the completed project deliverables Control scope: controlling changes to project scope throughout the life of the project
Copyright 2014 PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.5. Validate Scope 5.6. Control Scope Inputs Project management plan Requirements documentation Requirements traceability matrix Verified deliverables Work performance data Outputs Accepted deliverables Change requests Work performance information Project documents updates Processing Tools Variance Analysis: the difference between planned and actual performance Processing Tools Inspection: includes activities such as measuring, examining, and validating to determine whether work and deliverables meet requirements and product acceptance criteria. Group decision-making techniques Inputs Outputs Work performance information Change requests Project management plan updates Project documents updates Project management plan Requirements documentation Requirements traceability matrix Work performance data Organizational process assets
Copyright 2014 It is very difficult to create a good scope statement and WBS for a project It is even more difficult to verify project scope and minimize scope changes Acceptance is often achieved by a customer inspection and then sign-off on key deliverables PROJECT MANAGEMENT KNOWLEDGE AREAS SCOPE MANAGEMENT 5.5. Validate Scope 5.6. Control Scope
Copyright 2014
Keep the scope realistic. Don’t make projects so large that they can’t be completed. Break large projects down into a series of smaller ones. Involve users in project scope management. Assign key users to the project team and give them ownership of requirements definition and scope verification.
Copyright 2014 Follow good project management processes. As described in this chapter and others, there are well-defined processes for managing project scope and others aspects of projects.
Copyright 2014 Project scope management includes the processes required to ensure that the project addresses all the work required, and only the work required, to complete the project successfully Main processes include ◦ Define scope management ◦ Collect requirements ◦ Define scope ◦ Create WBS ◦ Validate scope ◦ Control scope Information Technology Project Management, Seventh Edition50